HomeMy WebLinkAbout11 - Bonita Creek Park Synthetic Field Turf Replacement - Award of Contract No. 5856 (A) (CAP09-0066) for Field Sub-Grade PreparationCTY OF
F
NEWPORT BEACH
City Council Staff Report
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ABSTRACT:
April 14, 2015
Agenda Item No. 11
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
David A. Webb, Public Works Director- (949) 644 -3330,
dawebb @newportbeachca.gov
Peter Tauscher, Civil Engineer
(949) 644 -3316
Bonita Creek Park Synthetic Field Turf Replacement — Award of Contract No. 5856
(A) (CAP09 -0066) for Field Sub -Grade Preparation
In an effort to use less water and to rehabilitate and increase reliability of Bonita Creek Park playing fields,
staff requests City Council approval to award the Bonita Creek Park Synthetic Field Turf Replacement to
Byrom- Davey, Inc. of San Diego, California for the reworking of the field sub -grade for the placement of the
new Synthetic Turf.
RECOMMENDATION:
a) Approve the project plans and specifications;
b) Reject the low bid received from Los Angeles Engineering, Inc. as non - responsive;
c) Award Contract No. 5856(A) to Byrom- Davey, Inc. (Byrom- Davey), including additive bid items for the
total bid price of $995,053.00, and authorize the Mayor and the City Clerk to execute the contract;
d) Establish a contingency of $99,947.00, approximately 10 percent, to cover the cost of unforeseen
work; and
e) Approve Budget Amendment No. 15BA -042 recognizing $312,602.00 in rebate revenue from the
Municipal Water District of Orange County (MWDOC) (250- 48891) and appropriating $312,602.00 to
Account No. 7251- C4002017 for the purchase of synthetic turf material.
FUNDING REQUIREMENTS:
Upon approval of the budget amendment, sufficient funding is available for the award of this contract. The
following funds will be expended:
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Account Description Account Number Amount
Major Facilities Financing Plan 7417- C4002017 $ 1.160,000.00
Total:$ 1,160,000.00
Proposed uses are as follows:
Vendor
Byrom- Davey, Inc.
Byrom- Davey, Inc.
TBD
DISCUSSION:
Purpose
Construction Contract
Construction Contingency
Inspection /Printing /Incidentals
Total:
Amount
$ 995,053.00
$ 99,947.00
$ 65,000.00
$ 1,160,000.00
At 10:00 a.m. on April 1, 2015, the City Clerk opened and read the following bids for the Bonita Creek Park
Synthetic Field Turf Replacement:
TOTAL AMOUNT WITH
BIDDER TOTAL BID AMOUNT ADDITIVE BID ITEMS
Low
Los Angeles Engineering, Inc.
$ 856,832.50* **
$ 873,502.50
2
Byrom- Davey, Inc.
$ 976,161.00
$ 995,053.00
3
C.W. Crosser Construction, Inc.
$ 1,015,576.00
$1,038,276.00
4
Ohno Construction Company
$ 1,056,347.60
$1,072,402.60
5
Asphalt Fabric & Engineering, Inc.
$ ,284,935.21 * **
$1,303,572.61
* Non - responsive
* *As read amount $873,502.50
* ** As read amount $1,278,935.66
Pursuant to the contract stipulations in the bidding documents, the contractor shall have completed five
comparable synthetic turf projects in the past three years. A review of the apparent low bidder, Los Angeles
Engineering, Inc.'s bid package revealed they did not have any synthetic turf experience. Additional
documentation to justify their technical expertise was requested, however, no information was provided.
Therefore, staff recommends Los Angeles Engineering, Inc.'s bid be deemed non - responsive.
The second low bidder, Byrom- Davey, Inc., possesses a California State Contractors License Classification
"A" as required by the project specifications. A check of Byrom - Davey's references indicates satisfactory
completion of similar synthetic turf replacement projects for other public agencies. Byrom - Davey's total bid
amount is approximately 22 percent below the Engineer's Estimate of $1,260,000.00. Staff provided a
conservative estimate recognizing there were possibly few companies with the technical experience
specified in the bidding documents that might bid the work which may explain the disparity between the
estimate and the actual bid prices.
The work necessary for the completion of this contract consists of distributing construction notifications;
providing temporary construction fencing, surveying, site furnishings, and erosion control /NPDES
compliance; grading and earthwork; potholing utilities; constructing storm drain improvements, synthetic turf
drainage system, and concrete flat work; installing irrigation system and landscape materials; and all other
incidental items of work as described in the contract documents required for general reworking and
preparing the field sub -grade to ready it for the installation of the synthetic turf. As Council may recall, on
March 10th, 2015 Council awarded a contract to FieldTurf, Inc. for the purchase and installation of the new
synthetic turf product over this new field sub -grade that will be constructed under this contract being
awarded tonight.
Additionally, on March 13, 2015, staff received a letter from the Municipal Water District of Orange County
( MWDOC) stating the City is eligible to receive $2.00 for every square foot of natural turf removed at Bonita
Creek Park. The City will be eligible for a maximum reimbursement of $312,602.00. MWDOC will confirm
the final installation quantities once the synthetic turf has been installed. This rebate grant will be applied
toward the purchase of synthetic turf material from FieldTurf USA, Inc., which was approved by the City
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Council at its March 10, 2015 meeting. As such, staff is recommending approval of the attached budget
amendment recognizing $312,602.00 in rebate revenue from MWDOC and appropriating it for the purchase
of synthetic turf material.
Pursuant to the contract specifications, the contractor will have 85 consecutive working days to complete
the work.
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Staff recommends the City Council find this project exempt from the California Environmental Quality Act
( "CEQA ") pursuant to Section 15302 (replacement of existing facilities involving negligible expansion of
capacity) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential to have a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the City Council considers the item).
ATTACHMENTS:
Description
Attachment A - Location Map
Attachment B - Budget Amendment
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ATTACHMENT A
BONITA
CREEK
PARK
A
A
NTS
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CONSTRUCTION LIMITS
BONITA CREEK PARK CITY OF NEWPORT BEACH
SYNTHETIC FIELD TURF REPLACEMENT PUBLIC WORKS DEPARTMENT
LOCATION MAP IC- 5856(A) I 4/14/15
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ATTACHMENT B
City of Newport Beach
BUDGET AMENDMENT
2014 -15
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Pq Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations from
purchase synthetic turf material for Bonita Creek Park olavino fields.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
REVENUE ESTIMATES (3601)
Fund /Division Account Description
250 48891 Contributions Fund - MWDOC Rebate
EXPENDITURE APPROPRIATIONS (3603)
Division Number 7251
Account Number C4002017
Division Number
Account Number
Division Number
Account Number
Signed: m
Signed:
Signed:
Description
Contributions Fund - Capital Projects
Bonita Creek Park Turf Replacement
Approval: City
City Council Approval: City Clerk
NO. BA- 15BA -042
AMOUNT: $312,soz.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
PX No effect on Budgetary Fund Balance
of Oranoe Countv to
Amount
Debit Credit
$312,602.00
Automatic
$312,602.00
Date
4W ►�
Date
Date
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